Kansas Department of Administration, Office of General Services
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Accounts and Reports


POLICY AND PROCEDURE MANUAL

Filing No. 3,921
Revision Date:  10/29/98
Date Issued:   11/75
Revisions marked #
(cont.)

SAMPLE AGENCY POLICY
_____________________
(AGENCY NAME)

CRITERIA FOR APPROVAL OF PAYMENTS FOR TUITION
AND OTHER EDUCATIONAL EXPENSES

Approval of payment for tuition and other educational expenses is based on the assumption that such training is of value to the state agency. That person's attendance is expected to widen their skills and knowledge base, resulting in more effective and efficient operation in the current position. The following procedures and limitations shall apply to such payments:

Training leave is defined as leave granted to an employee for attendance at short-term courses, seminars and institutes.

I. Criteria and Selection of Employees

  1. The training content must be related to the job function of the employee and improve his/her skills.
  2. The training offered shall be evaluated to determine whether the content duplicates that which the employee has had or which is scheduled by the (appropriate agency) staff development section.
  3. Attendance shall be recommended by the employee's immediate supervisor for approval by the appointing authority. Application shall be made in written form. The supervisor should take into consideration the following factors:

    1. Performance rating - the current rating must be satisfactory or better, and work should be current.
    2. Length of service - Employees must have permanent status. Exceptions may be granted with the recommendation of the supervisor and approval of the appointing authority.
    3. Employee's potential for growth.
    4. Long-term plans of the employee.
    5. Employee's attitude toward the agency.
    6. Job coverage of position during absence.
    7. Selection should meet criteria of affirmative action program.
  4. Continued enrollment in the training program is based on written request and verification that the person has a minimum of a "B" average in courses completed.
  5. Courses must be taken for credit. No auditing of course is acceptable.

II. Tuition (and textbooks) only is paid.

III. Leave from agency is limited to three hours weekly.

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Types of Programs: The payment of agency funds for costs of educational programs shall be differentiated by type of program as specified below:

Program      Comments
In-house training program    Where the educational program is to be conducted on the basis of an in-house course established by the Certified Public Manager's (CP) Program or by or under the auspices of agency officers and employees, the full costs of such courses will be borne directly by agency appropriations available therefor, or by contracted allocation of such costs by supporting agencies and paid by agency voucher to the vendor.
Outside training program Where the education program authorized the enrollment of specific employees in generally accepted and recognized courses offered to the public, reimbursement should be made to the provider for the cost of tuition required for the course.

Costs Authorized: Reimbursement of the following costs incurred by employees in pursuing required or voluntary in-service training courses are authorized to be paid by state agencies:

Program      Cost
Regular in-service training    

The full cost arising in and out of attendance at regular in-service training courses including the following items may be paid by the state agency:

  1. Compensation (payroll earnings) for time in commuting to or from classes and in attendance at classes (generally considered time worked under FLSA);
  2. Travel cost in commuting to and from classes and/or on field trips as provided in the state travel reimbursement statutes and regulations;
  3. Tuition and other usual or customary fees charged by the educational agency; and
  4. Textbooks, laboratory fees, incidental supplies, equipment and material.
Voluntary in-service training

Reimbursement for the following actual costs arising in and out of attendance at voluntary in-service training courses may be paid to the supplying vendor upon presentment of a billing to the state agency:

  1. Tuition and other usual and customary incidental fees charged by the educational agency for enrollment in the approved courses; and
  2. Textbooks and special charges for laboratory fees, special equipment and workbook or course material required for participation in the particular approved courses.
Note: Time in attendance in voluntary in-service training may be considered time worked under FLSA for non-exempt employees.

Agency Responsibility: The agency head will review all applications and claims for reimbursement on the basis of terms and conditions established herein.

Recovery of Costs: Any state employee who participates in training courses and whose tuition costs are paid by the agency and who withdraws from one or more courses for which the state agency has paid tuition, shall return to the state agency any monies returned to him/her by the supplying vendor to which the tuition costs were paid.

Copies of reports of training programs will be filed with the Director of Accounts and Reports and the Director of the Kansas Certified Public Manager (CPM) Program.